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Administrative Assistant Job Vacancy - NGO

The Kenya YMCA National Training Institute (KYMCA NTI) was established in 1966 as YMCA Crafts Training Centre with the aim of providing vocational training to young school leavers. 

In 2005, it was rebranded to National Training Institute and its programmes reviewed so as to meet the emerging students, industry and business needs.

The KYMCA NTI is seeking to recruit for the following position:

Vacancy: Administrative Assistant
Job purpose: Manage the reception and provide administrative support to management.
Responsible to: Principal
Description of Duties and Responsibilities
·                     Ensuring that the entry point into the reception area is safe, clear of any litter and that the office is open during the appointed hours of operation.
·                     Ensuring the ongoing tidy and professional appearance of the reception and waiting areas.
·                     Receiving and greeting all visitors professionally, answering general questions where possible and referring specific enquiries to appropriate staff if need be.
·                     Directing visitors to the comfort of the waiting area while relevant staff are notified of the arrival of the visitor.
·                     Receiving and directing all incoming calls as appropriate and notifying staff of any messages efficiently.
·                     Making timely arrangements with other Administration personnel when the reception area is going to be unmanned and ensuring that the back-up person has taken responsibility of the area during the receptionist’s absence.
·                     Receiving all incoming mail, courier packages and other deliveries not requiring special receipt by staff.
·                     Coordinating the distribution of mail received and pick-up of outgoing mail and parcels assigned to courier transport.
·                     Professionally attending to emails received under the address of and ensuring that protocols are followed in relation to the management of such emails.
·                     Develop and maintain a filing system.
·                     Providing administrative support to the Principal.
·                     Providing general assistance from time to time in the Administration unit as the role allows.
Qualifications and experience
·                     Diploma or degree in Secretarial Studies or Business Administration
·                     3 years experience in working in a business or education reception environment
Desired Skills and Competencies
·                     High level skills in Microsoft Office applications.
·                     Good communication (both verbal and written) and organization skills
·                     Interpersonal skills that portray a welcoming atmosphere, friendly disposition and helpful nature.
Interested candidates are invited to submit a cover letter and CV by 22nd August 2014 via e-mail to 

Please indicate the position applied for in the subject line.

Only short-listed candidates will be contacted.

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